F & B Administrator (Food & Beverage) at Voltaire Lifestyle Services Limited

Description

• The F & B Administrator is the operational and coordination between Back of House, Front of House, Events, Store, and Procurement.
• The role of the F & B Administrator exists to provide operational, documentation, and coordination support to Gaby Lagos Kitchen, FoH, and VLSL Events functions — ensuring smooth service delivery, accurate production records, proper recipe implementation, stock movement documentation, and alignment with procurement and internal control.
• The F & B Administrator is the administrative engine that keeps all F&B operations organised, documented, and compliant.

Responsibilities
BOH & FOH Coordination:

• Circulates daily production sheets to kitchen.
• Gathers and compiles kitchen inventory orders for service and events (NOT purchase requests).
• Ensures BOH receives the correct event function sheet 48 hours before any event.
• Coordinates menu updates between Head Chef, F&B Manager, Events, and Programmes as required.
• Ensures recipe versions, portion sizes, plating guides are up to date and filed.
• Documentation & Administrative Support:
• Maintains event production sheets and follows up on completion.
• Files all F&B documents systematically (recipe updates, production logs, event sheets).
• Check with Head Chef and head of Bar on menu and drinks updates and timeously provide to F & B Accountant for input into the Jonas System.
• Maintains all F&B operational templates.

Stock Movement Tracking (NOT stock-taking):
Document daily transfers between:

• BOH → Bar
• Ensure that daily waste is documented and that monthly waste reports are sent by the 7th day of the next month.
• Stand in for stock controller when on leave.
• Event Support & Coordination for GAIA House:
• Prepare kitchen production sheets for events (based on approved function sheet).
• Confirm that the correct equipment, crockery, cutlery, glasses, and food items needed for events are in place.
• Confirm from Head Chef and F & B Manager number of addition staff required for each event
• Prepare post-event reconciliation reports with Head Chef & F & B Manager
• Sales & POS Administration: Reconciles production vs. sales discrepancies and shares reports with Finance Manager & Internal Control.

Qualifications & Experience

• HND / Bachelor’s Degree in hospitality, Business Administration, or a related field
• 4 – 5 years experience in hospitality administration, procurement support, or operations admin.

Required Skills & Competencies:

• Strong administrative and organisational skills
• Understanding of food & beverage costing
• High attention to detail and accuracy
• Good communication and follow-up skills
• Integrity and discretion when handling cost and supplier information
• Ability to work in a fast-paced hospitality environment

Systems & Tools:

• Proficient in Microsoft Excel, Word and email
• Experience with POS or inventory systems is an advantage.